Q: How do I get to the Procurement and Risk Management Office? Click here for DIRECTIONS.
Q. How do I access the City's Selling to the Government PowerPoint Presentation?
A. Click here to access the City's local and supplier diversity outreach presentation of 3/29/11.
Q: How do I get my company on the City's bidder list?
A: Complete the on-line vendor registration process found on this Web site under "Vendor Registration". Links with instructions on how to obtain a user name and password and how to complete the registration process are included.
Q. What is the City's bidding process?
A: The City of Charlottesville' purchasing process is a combination of centralized/decentralized system, with set thresholds for the process to be used. The following is a synopsis of the procedure required at each designated threshold. Please note: All transactions with the City require either a purchase order or credit card purchase (only good under $1,000). Do not accept verbal orders--insist on a Purchase Order.
UNDER $2,500
Single transactions under $2,500 do not require competition, though it's always advisable. Agencies can purchase directly using either the Division credit card or a Purchase Order. The law deals in aggregate amounts, so spending over the $2,500 in separate transactions of less than $2,500 each is a violation of City procedure.
$2,500 to $30,000 GOODS & SERVICES
Quotes generally solicited directly by using agency. Four (4) quotes must be solicited in writing. Agencies are required to submit quotes received to Purchasing for review and approval before a purchase order is issued.
OVER $30,000
Goods require, by statute in both the Virginia Public Procurement Act and the City Procurement Ordinance, a competitive sealed bid which must be done through Purchasing. Non-Professional services require, again by law, a sealed bid or request for proposal. Professional services, which are only those services specifically designated in the law, require use of a competitive negotiation process.
Q: How do I contact City departments to introduce my company?
A: The City's Web site includes a list of government offices. We have also hyperlinked the Contact List for City departments with addresses, phone and fax numbers for your convenience. Do not contact the department head, direct all correspondence to the department's Purchasing Contact.
Q: How does the City advertise goods and services being bid?
A: Formal bids and proposals are posted on the Bid Board in the Purchasing Office and are almost always posted on the Purchasing "Bids & Proposals" page on this Web site. Quotes over $10,000 are posted on the bid board. All RFP's are required by law to be advertised in a local paper of general circulation, in our case, The Charlottesville Daily Progress or Cville Weekly.
Q: What are the licensing requirements for the City of Charlottesville and the Commonwealth of Virginia?
A: The City's licensing information is available on the Commissioner of the Revenue site.
Q: What are your office hours?
A: The office is open from 8:00 a.m. to 5:00 p.m., Monday through Friday. Vendors are requested to call for an appointment to visit with a member of the staff.
Q: What are the bonding requirements?
A: Bonds are normally not required for projects estimated to cost less than $100,000. The Purchasing Agent, however, may require a bond if s/he believes it is in the City's best interest. Bonds may be issued by an approved surety firm, be in the form of a cashier's check, or, with the prior approval of the City Attorney, be in the form of an irrevocable letter of credit with an approved financial institution.
Q: Where is the Purchasing Division office located?
A: The office is physically located in the Warehouse Building in the City Public Works Complex, 325 4th Street NW. Directions MAP
Q: Does the City offer set-asides or preferences any class of business?
A: In accordance with the Virginia Code, the City is unable to grant preferences or set-asides. Please refer to the Disadvantaged Business Program link on our Web site.
Q. How can I obtain a copy of the Vendor Appeal Procedures?
A: The City of Charlottesville's Vendor Appeal Procedures are downloadable from the Bids and Proposals page of this website.